A Community Action Agency Serving Southeast Minnesota Since 1966! 204 South Elm, PO Box 549, Rushford, MN 55971-0549 Phone: 800-944-3207 Fax: 507-864-2440 Visit: www.semcac.org Email: semcac@semcac.org JANUARY 2019 SEMCAC REQUEST FOR QUOTATION WEATHERIZATION AND ENERGY ASSISTANCE PROGRAMS MECHANICAL AND ELECTRICAL SERVICES. 204 SOUTH ELM STREET PO BOX 549 RUSHFORD, MN 55971 A Community Action Agency Serving Southeast Minnesota Dodge County Fillmore County Freeborn County Houston County Mower County Steele County Winona County 634-4350 765-2761 373-1329 725-3677 433-5889 451-7134 452-8396 With additional programs operated in Goodhue, Olmsted, Rice and Wabasha Counties Please remember Semcac programs in your financial and estate planning. Your legacy is a gift to the future. An Equal Opportunity Employer
Table of Contents I. INTRODUCTION... 2 I.1 Purpose of this Request for Quotation... 2 I.2 Background... 2 1.2.1 Overview... 2 I.3 Major Objective Request for Quotation... 2 I.4 Oversight and Management... 3 I.5 Type of Agreement and Payment Schedule... 3 I.6 Procurement Schedule Key Dates... 3 II. SEMCAC QUOTATIONS REQUIREMENT... 3 II.1 Inquiries... 3 II.2 Date, Time and Place to Submit Quotations... 4 II.3 Quotations Submission... 4 II.4 Quotations Opening... 5 II.5 Minimum Contractor Qualifications... 5 II.6 Integrity of Quotations... 5 II.7 Quote Applicability... 5 II.8 Licenses... 5 II.9 Preferences... 5 II.10 Documentation of Insurance... 6 II.11 Economy of Presentation... 6 II.12 Costs for Preparation of Quotations... 6 II.13 RFQ Modifications... 6 II.14 Certification of Independent Price Determination... 6 II.15 Quotations Evaluation and Award(s)... 7 II.16 Miscellaneous... 7 III. AGENCY AGREEMENT... 7 IV. QUOTATIONS CONTENT AND FORMAT... 7 V. QUOTATIONS EVALUATION... 8 ADDENDUM V.1 Evaluation Process... 8 HVAC & Water Heater Specifications & Pricing quote 9 Electric Measures Specifications & Pricing quote.. 17
I. INTRODUCTION I.1. PURPOSE OF THIS REQUEST FOR QUOTATION Semcac (hereafter referred to as Agency ) is soliciting quotations for mechanical and electrical services. I.2. BACKGROUND I.2.1. Overview of Semcac s Energy Programs Semcac is a non-profit organization that operates/administers a Weatherization Assistance Program in Dodge, Freeborn, Fillmore, Mower, Steele, Houston, Olmsted & Winona. The U.S. Department of Energy s (DOE) Weatherization Assistance Program (Weatherization) reduces energy costs for low-income households by increasing the energy efficiency of their homes, while ensuring their health and safety. The Program prioritizes services to the elderly, people with disabilities, and families with children. The Agency s professionally trained Weatherization staff use computerized energy audits and advanced diagnostic equipment to determine the most cost-effective measures appropriate for each home. Typical measures may include: installing insulation; sealing ducts; tuning and repairing heating and cooling systems; mitigating air infiltration; and reducing electric base load consumption. Semcac operates/administers the Energy Assistance Program (EAP) in Dodge, Fillmore, Freeborn, Houston, Mower, Steele, & Winona counties. The EAP program operates the Emergency Repair and Replacement program (ERR) that assists owner occupied households with furnace repairs or replacement if it is an emergency or a health hazard. Effective October 1, 2015 the ERR program must comply with the Uniform Guidance guidelines published in the Federal Register Notice dated December 19, 2014 at 79 FR 75871-76106 by the Office of Management and Budget (OMB). The ERR program will use the bid process outlined to establish the amount that can be paid for a replacement furnace. I.3. MAJOR OBJECTIVES REQUEST FOR QUOTATION The major objectives of the solicitation are to: 1) Identify contractors that will provide mechanical and electrical services for the Agency. 2) Identify contractors that will provide Energy Related Repair mechanical and electrical services for the Agency. 2
3) To insure that all materials and/or services meet the Agency s, State of Minnesota and the Department of Energy standards and requirements. 4) To insure that all materials and/or services are provided in the timeframe established by the Agency. 5) Equal opportunity for all genders and ethnic backgrounds to apply. I.4. OVERSIGHT AND MANAGEMENT Oversight of the Agreement will be exercised by Melissa Feine, Weatherization Program Coordinator. I.5. TYPE OF AGREEMENT AND PAYMENT SCHEDULE This agreement will be on a cost reimbursement or fixed price basis depending upon the material and/or service being purchased. This will be a 2-year agreement beginning February 18, 2019. Each of these will be priced separately and exercised at Semcac s discretion. Payments will be made after completion of work, required paperwork submitted, inspection by Agency s Quality Control Inspector, and acceptance by Agency. I.6. PROCUREMENT SCHEDULE KEY DATES Following are the estimated key dates in the schedule for this procurement: Request for Quotations Issued January 7, 2019 Informational Meeting, Rochester, MN January 24, 2019 Quotations due and opened February 4, 2019 Quotations Evaluations February 5-6, 2019 Agreement(s) Mailed for Signature February 8, 2019 Semcac reserves the right to proceed under a modified version of this schedule. II. SEMCAC QUOTATIONS REQUIREMENTS II.1. INQUIRIES All general inquiries concerning this Request for Quotations (RFQ) will be submitted in writing and addressed to: Melissa Feine, Weatherization Program Coordinator Semcac 204 South Elm Street, P.O. Box 549 Rushford, MN 55971 Email: Melissa.feine@semcac.org 3
During the procurement process, prospective Contractors shall contact only the individual named above. In no case shall oral communications take precedence over written communications. Only written communications shall be binding on the RFQ. Semcac assumes no responsibility for representations concerning conditions made by its Officers or Staff prior to the execution of an agreement, unless such representations are specifically incorporated into the RFQ by subsequent official written Addendum(s). Oral conversations pertaining to modifications or clarifications of the RFQ shall not be considered part of the RFQ unless confirmed in writing by official written Addendum(s). II.2. DATE, TIME AND PLACE TO SUBMIT QUOTATIONS One copy labeled Mechanical RFQ shall be provided and addressed to: Semcac Melissa Feine, Weatherization Program Coordinator 204 South Elm Street, P.O. Box 549 Rushford, MN 55971 Quotations shall be accepted until 12:00 p.m. CSDT, on Monday, February 4, 2019. Quotations shall be accepted via Fax, E-mail, in person, by courier service, or the US Mail. It is the sole responsibility of prospective Contractors to take notice of the date and time that quotations are due, and to ensure their submittals are received prior to the due date and time. Late quotations shall not be accepted. II.3. QUOTATIONS SUBMISSION The Contractors Information/Application Form must be current and on file with Semcac or submitted with Quotation. The format for the quotations is specified in each of the Attached Specifications and Pricing Quotes. All information provided in response to this RFQ is subject to verification. Misleading and/or inaccurate information shall be grounds for disqualification at any stage in the procurement process. The quotations package consisting of the signed quotations containing all required information, shall be SEALED, clearly labeled with the following information and delivered on or before the quotations due date/time to: Contact Name: Melissa Feine, Weatherization Program Coordinator Address: 204 South Elm Street, P.O. Box 549, Rushford, MN 55971 4
Request for Quotations: Mechanical and Electrical RFQ Submission of a signed quotation(s) is acknowledgment and acceptance of all terms and conditions of the solicitation. Semcac reserves the right to reject all quotations. II.4. QUOTATIONS OPENING Quotations shall be opened by a review committee of Semcac employees at the time and place designated on the cover page of this document. The name of each Contractor and prices shall be read and recorded. Quotations are not subject to public inspection. II.5. MINIMUM CONTRACTOR QUALIFICATIONS The Contractor shall have a minimum of 5 years experience as a fully insured, bonded, licensed contractor in good standing in the state of MN. II.6. INTEGRITY OF QUOTATIONS By signing a quotation(s), the Contractor affirms that they have not given any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a Semcac member in connection with the submitted quotations. Failure to sign the quotations, or signing it with a false statement, shall void the submitted quotations or any resulting agreements, and the Contractor shall be removed from all supplier/contractor lists with the Agency. II.7. QUOTE APPLICABILITY Contractor must substantially conform to the terms, conditions, specifications and other requirements found with the text of the Specifications and Pricing Quotes. All previous agreements or other documents, which have been executed between the Contractor and Semcac are not applicable to this Request for Quotations or any resultant agreement. II.8. LICENSES Contractors shall maintain in status all Federal, state, and local licenses and permits required for the operation of business conducted by the Contractor. II.9. PREFERENCES Preference will be given to each of the following: 5
Minority firms; Women Business Enterprises; Labor Surplus Area Firms. II.10. DOCUMENTATION OF INSURANCE A. Prior to the implementation date of the agreement, the Contractor shall provide Semcac with documentation evidencing insurance for a minimum: Property Damage - $1,000,000 Bodily Injury - $1,000,000 professional and equipment liability. Workman s Compensation, if applicable The Contractor shall name Semcac as an additional insured party to address application and equipment damage that occurs during agreement or service operations. II.11. ECONOMY OF PRESENTATION Quotations must address the specific RFQ requirements. All items requested by the RFQ shall be answered clearly and concisely. Additional promotional materials not responsive to a specific requirement shall not be included in the quotations response package. II.12. COSTS FOR PREPARATION OF QUOTATIONS No payments shall be made to cover costs incurred by any Contractor in the preparation or submission of the quotations, nor any other associated costs. II.13. RFQ MODIFICATIONS Semcac shall prepare written Modifications(s) if needed. All modifications to this RFQ shall be prepared by Semcac and formally issued to all holders on record of RFQ documents. Addenda shall be issued not later than the date specified in the schedule. Written addenda shall serve to amend the RFQ documents accordingly. II.14. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION By submission of a response to this RFQ, the Contractor certifies that in connection with this procurement: 1. Prices in the quotations have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any competitor. 6
Each person signing the quotations certifies either that: A. He or she is the person in the Contractor s organization responsible for the decision as to any prices being offered herein, and that he or she has not participated in, and shall not participate in, any action contrary to the requirements of this document. B. He or she is not the person in the Contractor s organization responsible for the decision as to any prices being offered herein, but that he or she has been authorized to act as agent for the persons responsible for such decision. Furthermore, those persons have not participated in, and shall not participate in, any action contrary to the requirements of this document. Any offer made in the submitted quotations, and any clarifications to the quotations shall be signed by an officer of the offering firm or a designated agent empowered to bind the firm in an agreement. II.15. QUOTATIONS EVALUATION AND AWARD(S) All quotations submitted shall be evaluated in accordance with Semcac criteria. At its option, Semcac may accept an RFQ quotations package as written by issuing an agreement that refers to this RFQ document and the RFQ response package as written. Because Semcac may use this option, the Contractor shall include in their written RFQ response package, all requirements, terms or conditions it may have, and shall not assume an opportunity will exist to add such matters after the RFQ response package has been submitted. II.16. MISCELLANEOUS Semcac reserves the right to accept or reject any part of any quotations, and to accept or reject any or all quotations without penalty. Semcac reserves the right to waive minor deficiencies and informalities if, in the judgment of Semcac, the best interests of Semcac shall be served. III. AGENCY AGREEMENT SEE ATTACHED DOCUMENT IV. QUOTATIONS CONTENT AND FORMAT 7
The specifications and pricing quotes are attached. V. QUOTATIONS EVALUATION V.1. EVALUATION PROCESS Semcac will evaluate this RFQ. Semcac will determine the best offer(s). Quotations must meet all the mandatory criteria in order for the quotations to be evaluated. Quotations that are incomplete or contain significant inconsistencies or accuracies may be rejected by Semcac without further discussion. 8
HVAC & WATER HEATER SPECIFICATIONS AND PRICING QUOTE All materials used in provision of services must meet or exceed 10 CFR 440 Appendix A: Standards for Weatherization Services All new HVAC installations are to be performed in accordance with the most recent Universal Mechanical Code and/or local building code. Permits will be required as applicable by local building code. It will be the responsibility of the Contractor to ensure that necessary permits have been secured prior to starting work. This cost must be included in each line item price below. The Contractor shall be responsible for ensuring properly sized gas line supplying the heater and shall inform agency in the event that existing line is improperly sized. The Contractor shall leave all literature on the new unit(s) & warranty information with the client and educate the client on proper care and maintenance required on the new unit(s). All new unit(s) shall be placed on raised concrete platform or blocks with the exception of the following: Mobile Home furnace installations. If the existing condensate line is ran across the floor to a drain and could cause a tripping hazard the line must be rerouted and a condensate pump must be installed. If required by system, all venting and combustion air shall be installed in accordance with AGA and GAMA specification. New gas forced air furnaces shall have pilotless ignition. All new unit installations shall include new programmable thermostat, the new furnace should be equipped with an electronically commutated motor that will run in the on & auto mode, there needs to be an on/off switch on the furnace, cover the external return, cap an orphaned chimney, and ensure chimney & trunk lines are sealed. All duct work connections and holes shall be sealed, on all sides, with a non-toxic, Department of Energy industry approved, mastic duct sealant applied per manufacturers specifications. New conduit or gas pipe installed through the roof shall include new properly sized roof jack with 3- course seal at the roof. Install pipe wrap on the first 6 feet of the hot and cold lines on water heater replacements. The Water Heater must be plugged into a dedicated GFI outlet. Drip pans are required on all mobile home water heaters and one s installed on the main level floor of a house. All installation estimates shall include removal and proper disposal of existing equipment, recovery of refrigerant from existing system as required by law. Contractor is responsible for leaving the job site clean, hauling away job debris, and existing equipment (if applicable) and for properly disposing of existing equipment to meet EPA regulations. 9
HVAC/WATER HEATER SPECS & PRICING QUOTE Project commencement and completion must be accomplished within 10 working days of notice to proceed. Invoices must be submitted with reason for repair/replacement and materials and labor itemized. Payment will be made after Semcac s Quality Control Inspector sign s off on the completion certificate. Please list the Manufacturer brand name and model you will be using for the scope of work listed below. Boiler Gas Fired Boiler Gas Fired, High Efficiency Boiler Oil Fired Furnace Gas Fired Twostage w/ecm blower motor Furnace Oil Fired w/ecm blower motor Furnace Mobile Home (80%) w/ecm blower motor Furnace Mobile home (95%+) high efficiency w/ecm blower motor Water Heater Gas, power vented Water heater Gas, atmospherically vented Water Heater Electric Exhaust fan 10
HVAC/WATER HEATER SPECS & PRICING QUOTE All Contractor bid amounts below for installs must comply with provided bid specifications for each unit. Contractor is responsible for properly sizing unit using a Manual J or other heat load calculation that is ACCA approved with the exception of mobile home furnace. A copy of this calculation will be submitted upon installation of replacement unit. REPLACEMENT: Contractor must include permit fees, labor and materials and electrical to connect heating unit to complete project. ITEM #101 Removal of gas fired boiler and replace with new draft induced, electronically ignited GAS fired boiler with electric damper. Boiler to be sized with sufficient BTU output rating to maintain 70 degrees F. inside at - 20 degrees F exterior temperature for the following AFUE: 84%+. See bid specifications for complete details. ITEM #102 Removal of gas fired boiler and replace with new draft induced, electronically ignited, high efficiency GAS fired boiler. Boiler to be sized with sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 95%+. See bid specifications for complete details. ITEM #103 Removal of oil fired boiler and replace with new OIL fired boiler with flame retention burner. Boiler to be sized with sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 80%+. See bid 11
HVAC/WATER HEATER SPECS & PRICING QUOTE ITEM #104 Removal of forced air gas fired furnace and replace with new two-stage sealed combustion forced air GAS fired furnace with ECM motor. Furnace is to be sized with sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 95%+. See bid specification for complete details. ITEM #105 Removal of forced air oil fired furnace and replace with new forced air OIL fired furnace with ECM motor. Furnace is to be sized with sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 80%+. See bid ITEM #106 Removal of mobile home forced air gas fired furnace and replace with new counter flow forced air mobile home furnace with ECM motor. Furnace is to be specifically designed and rated for use in a mobile home and shall be sized to provide sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 80%+. See bid ITEM #107 Removal of mobile home forced air gas fired furnace and replace with new counter flow forced air, high efficiency mobile home furnace with ECM motor. Furnace is to be specifically designed and rated for use in a mobile home and shall be sized to provide sufficient BTU output rating to maintain 70 degrees F. inside at -20 degrees F exterior temperature for the following AFUE: 95%+. See bid 12
HVAC/WATER HEATER SPECS & PRICING QUOTE ITEM #108 Removal of existing gas fired water heater and replace with new power-vented, 40 gallon, 0.70 minimum efficiency unit. Include all venting & electrical work needed for a complete job. See bid specification for complete details. ITEM #109 Removal of existing gas fired water heater and replace with new Atmospherically vented, 40 gallon, 0.70 minimum efficiency unit. Include all venting & electrical work needed for a complete job. See bid ITEM #110 Removal of existing electric water heater and replace with electric, 40 gallon, 0.94 minimum efficiency unit. Include all venting & electrical work needed for a complete job. See bid specification for complete details. REPAIRS: Provide labor rate per hour for HVAC repairs. HVAC REPAIRS Labor Rate Per Hour $ Materials will be reimbursed at actual cost with above labor rate. Total repair not to exceed $500. Contractor will be required to submit the actual cost on invoice. Material and labor must be itemized. Initials 13
HVAC/WATER HEATER SPECS & PRICING QUOTE ADDITIONAL ITEMS ITEM #201 Removal of old thermostat and replace with new programmable thermostat. See bid If furnace has EC Motor then stat needs to be wired so motor will run in on & auto modes. ITEM #202 Removal of old furnace motor and replace with new electronically commutated motor (ECM). Must be able to run in on & auto modes. See bid specification for complete details. ITEM #203 Install new chimney liner into the existing masonry chimney for 1 story. See bid ITEM #204 Install new chimney liner into the existing masonry chimney for 2 stories. See bid EXHAUST FANS Specifications: Noise level not to exceed 1 sone, ducted to exterior with 6 duct, insulated ducts if passing through unheated space, include back draft damper, grill & control switches. ITEM #401 Description of Scope of Work Install & Wire replacement exhaust fan WITH light to a separate labeled wall mounted control switch to turn fan on & off as well as a separate switch for the light. See bid Install & Wire replacement exhaust fan with NO light to a separate labeled wall mounted control switch to turn fan on & off. See bid 14
HVAC/WATER HEATER SPECS & PRICING QUOTE ITEM #402 Description of Scope of Work Install NEW exhaust fan WITH light to a separate labeled wall mounted control switch. Minimum 80 CFM on Hi, set to continuously run per bid specifications, less than 1 sone. Or a motion sensor unit with a switch labeled ON. See bid Install NEW exhaust fan with NO light to a separate labeled wall mounted control switch. Minimum 80 CFM on Hi, set to continuously run per bid specifications, less than 1 sone. Or a motion sensor unit with a switch labeled ON. See bid ITEM #207 Install Electrical Shut-Off switch on furnace. ITEM #208 Install Gas Line shut-off valve. ITEM #209 Install drip leg on water heater gas line. See bid specifications for complete details. ITEM #502 Install GFCI Outlet Arc Fault Breaker to Panel 15
HVAC/WATER HEATER SPECS & PRICING QUOTE CLEAN AND TUNE Specifications: perform a combustion analysis, install clean filter, clean blower motor & fins, check for any leaks. ITEM 1 - #301 Clean and tune GAS furnace in combustion area, flue and air handling. See bid ITEM 2 - #302 Clean and tune OIL furnace in combustion area, flue and air handling. See bid ITEM 3 - #303 Clean and tune GAS boiler in combustion area, flue and distribution. See bid ITEM 4 - #304 Clean and tune OIL boiler in combustion area, flue and distribution. See bid ITEM 5 - #305 Clean and tune A-coil. See bid specification for complete details. Signature Date 16
ELECTRIC MEASURES SPECIFICATIONS AND PRICING QUOTE All materials used in provision of services must meet or exceed 10 CFR 440 Appendix A: Standards for Weatherization Services All Electrical work must be performed in accordance with the most recent National Electrical Code and/or local building code by a licensed electrician. Permits are required as applicable by local and/or State building code. It will be the responsibility of the Contractor to ensure that necessary permits have been secured prior to starting work. This cost must be included in each line item price below. Contractor is responsible for leaving the job site clean, hauling away job debris, and existing equipment (if applicable) and for properly disposing of existing equipment to meet EPA regulations. Project commencement and completion must be accomplished within 10 working days of notice to proceed or Semcac staff contact date. Invoices MUST be submitted with material and labor itemized. Payment will be made after Semcac s Quality Control Inspector sign s off on the completion certificate. EXHAUST FANS Specifications: Noise level not to exceed 1 sone, ducted to exterior with 6 duct, insulated ducts if passing through unheated space, include back draft damper, grill & control switches. ITEM #401 Description of Scope of Work Install & Wire replacement exhaust fan with light to a separate labeled wall mounted control switch to turn fan on & off as well as a separate switch for the light. See bid specification for complete details. Install & Wire replacement exhaust fan without a light to a separate labeled wall mounted control switch for the fan. See bid ITEM #402 Description of Scope of Work Install NEW exhaust fan with light to a separate labeled wall mounted control switch to turn fan on & off as well as a separate switch for the light. Minimum 80 CFM on Hi, set to continuously run per bid specifications, less than 1 sone. Or a motion sensor unit with a switch labeled ON. See bid 17
ELECTRIC MEASURES SPECS & PRICING QUOTE Description of Scope of Work Install new exhaust fan without light to a separate labeled wall mounted control switch to turn fan on & off. Minimum 80 CFM on Hi, set to continuously run per bid specifications, less than 1 sone. Or a motion sensor unit with a switch labeled ON. ITEM #403 Description of Scope of Work Wire In-Line exhaust fan and set per bid specifications. Wired with on/off switch to code. Install timer if requested. GAS LINE BONDING ITEM #501 Description of Scope of Work Bond Gastite/Ward Flex gas line to code or per manufacturers specifications. ITEM #502 Description of Scope of Work Install GFCI outlet Arc fault breaker to panel REPAIRS: Provide labor rate per hour for Electrical repairs. Labor Rate Per Hour $ Materials will be reimbursed at actual cost with above labor rate. Total repair not to exceed $500. Contractor will be required to submit the actual cost on invoice. Material and labor must be itemized. Signature Date 18